Overview

Overview

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Summary of the work

End to end implementation of SFSF modules in scope including but not limited to design, configuration, customisations, integrations, enhancements, reporting, training, transition.Provide all data migration services including definition and execution of ETL processes.Implementation and configuration of HR Renewal/Webdynpro apps required to fulfill SFSF functionality (integration with payroll).

Latest start date

Monday 10 September 2018

Expected contract length

circa 12 months

Location

North West England

Organisation the work is for

Liverpool City Council (LCC)

Budget range

The Council has a pre-approved budget to cover the summary of work and 3 months Post Go-Live support.

About the work

About the work

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Why the work is being done

LCC currently deploy two Tier 1 ERP software solutions (Oracle e-Business Suite for Payroll and SAP for Finance and Procurement Services) resulting in a higher total cost of ownership.In December 2016, approval was granted to replace Oracle for Payroll with SAP HCM. This will enable the Council to rationalise two ERP systems into one integrated system for all of the above services, to assist in achieving its goals of;Improved self-service functionality to end users.Further business process efficiencies.Improved management information.Supporting new revenue generating opportunities by providing a flexible and agile solution for HRP.

Problem to be solved

After significant research and advice sought from various parties, it was decided that the Council would also procure the following SAP products for deployment in conjunction with SAP HCM;Success Factors - Employee Central, Recruitment and Onboarding.Which will be implemented in a core-hybrid configuration with SAP on-premise payrollAs part of Collaborate2 (refer to existing team section) Salford City Council (SCC) will implement on-premise payroll, however neither Council have in-house experience or skills in the design, configuration or implementation of Success Factors (SF), therefore an external implementation partner is required for the 3 procured Success Factor modules.

Who the users are and what they need to do

LCC payroll department currently administers 19 different payrolls including;LCC (Internal), LCC owned local authority trading companies and external customers such as schools and academies; with total assignments around the region of 17.3k. All of whom will require self-service access to SF Employee Central.SF Recruitment will cover internal and external appointments on behalf of the Council and will be used by various Managers and Business Support Officers. The current recruitment system being replaced is Lumesse Talentlink Recruitment.SF On-Boarding will cover the same users as recruitment, however there is no current system in place to manage this process.

Early market engagement

A G-Cloud Framework contract was used to engage a third party to complete an initial HRP Self-Service assessment.During this assessment a number of different SAP products were significantly researched, which supported the Council's decision to proceed with the procurement of Success Factors Employee Central, Recruitment and Onboarding.For the implementation partner no extensive early market engagegment has taken place, however indicative costings were provided by the third party for each of the SAP products researched.

Any work that’s already been done

The transformation programme for this HRP implementation has commenced, with SCC completing/commencing a number of key milestone activities.HRP blueprinting workshops were held over a number of months in 2017 that resulted in a very high level blueprint document to support the payroll build. The build has now been stopped to allow the engagement of the SF implementation partner, and a review to understand if the original solution will need to be adapted to fit with Success Factors.Upon engagement of a third party to complete the HRP Self-Service Assessment, further business requirements were also identified.

Existing team

In April 2016 LCC and SCC founded Collaborate2, a local government collaboration to develop and manage a joined up SAP service. This allows the Councils to share infrastructure and support costs and utilise a pool of resources for skills such as technical development, thus reducing the reliance on third party partners.In addition to the SCC project team, the implementation partner will also be required to work with the in-house Oracle system team, and a dedicated project team made up from Payroll, Pensions and Human Resource Specialists.

Current phase

Discovery

Work setup

Work setup

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Address where the work will take place

Cunard BuildingsWater StreetLiverpoolL3 1DS

Working arrangements

The implementation partner can be a mix of onsite and offsite resources but must have a dedicated full time resources on-site as required at Cunard Buildings to work face to face with the dedicated project team, throughout the term of the project.

Security clearance

No specific security clearance requirements, however the partner would need to comply with the Council's Data Protection and Privacy Policies.

Additional information

Additional information

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Additional terms and conditions

1. The Price will be all inclusive. No Travel and other expenses will be paid separately.2. Payments will be based on delivery milestones to be suggested as a part of proposal and to be agreed during contract sign-off phase.

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience

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Essential skills and experience

Have minimum experience of three end to end referenceable implementations of Success Factors - Employee Central, Recruitment and On/Off-Boarding (Case Study for each)

Provide longer term support enablement including three month post Go-live stabilisation/bedding-in support, to ensure the in-house team have the appropriate assistance. (Written response max 500 words)

Have experience of implementing a HRP transformation project within a local government authoritiy. (Written response max 500 words)

Working as a team with our organisation and other partners to form effective working relationships. (Presentation) 1%

Challenge the status quo, including the approach and reasoning why. (Presentation) 1%

Transparency and collaborative working in relation to the project. (Presentation) 1%

Knowledge and experience sharing with the project team and other key stakeholders. (Presentation) 1%

Evidence how the approach or solution meets the Council's policies and goals. (Presentation) 1%

Payment approach

Fixed price

Assessment methods

Written proposal

Case study

Work history

Reference

Presentation

Evaluation weighting

Technical competence

75%

Cultural fit

5%

Price

20%

Questions asked by suppliers

Questions asked by suppliers

Supplier question

Buyer answer

1.
You mention - "Written response max 500 words" for multiple essential skills, but digital marketplace - DOS allows for a maximum response of 100 words. Would you need the interested suppliers to provide the additional details in document and email it to you? In that case, would such a document be needed by the same deadline?

Please stick to 100 word count but if you feel you require more to evidence your compliance, please email across.

4.
What is the reason behind a 'Fixed price' model for this engagement?

The Fixed Price engagement will help LCC to mitigate the risk of implementation of new technology against business requirements without any risk of unnecessary budget and time overruns. It will also help LCC team to put more focused efforts for going live at mutually decided timeline. It also motivates the partners to deliver the best solution on time, within the budget with right mix of blended shore/site resources; and to achieve anticipated profit. We feel that this is WIN-WIN situation for both parties.

5.
Would LCC provide a detailed Requirements document, in the next phase of the procurement, with enough information for the suppliers to be able to estimate the effort it will take to deliver this Fixed price project? Suppliers would need to understand the requirements for: major functions of Employee Central module, personal actions, languages, Authentication and authorisation, forms in On-boarding (UK Legal and Custom forms), workflows etc.

LCC team will be able to provide a SOR functionality requirement list which will help the prospective partner to estimate efforts assuming the partner has extensive experience in delivering HR/P transformation projects/programmes in Public Sector/Local authorities in Europe ideally in UK and have a team of experienced SFSF consultants with SAP On-premise Payroll implementation knowledge.

6.
Would shortlisted suppliers get a chance to ask more detailed questions in subsequent phases of the procurement?

Yes. We want to achieve the best outcome and the best value for money for the Council. Hence we are happy to answer the business related questions raised by the prospective partners to best of our abilities and knowledge at the given time.

7.
Please can you confirm which CCS framework this work will be procured under.

Digital Outcomes and Specialist Framework- Outcomes Lot.

8.
Please can you confirm that a price is not required for this stage in the process.

Given that we have previously clarified that a further more detailed scope of works will be provided to the shortlisted suppliers we expect pricing to be formally provided after the shortlisting stage.

9.
Will CV's/Case Studies be required at the shortlisting stage.

To make the shortlisting process is simpler and quicker for suppliers to apply for Case studies/CVs are not neccessarily required now having spoken to CCS at this stage. We will accept the applications based on the character limit in the boxes, although as mentioned are happy to accept further wording by email if required. CV's/Case Studies will be required by the shortlisted bidders at proposal stage and used just to confirm info provided at shortlisting.

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1. Is Benefits Administration in scope for EC?2. What is the total employee strength including all?3. Are there any other languages other than English that need to be activated?4. How many onboarding forms & policies planned or used currently?5. How many notification to be trigger for onboarding?6. Is Cross boarding required?

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7. What are hiring manager activities as of now ?8. Do preday1 access requirement is there ?which provide access to candidate before joining date9. Is there any internal hire onboarding requirement ?10. Is Docusign feature or E-Sign required ?11. How frequent will recruitment happen and what is the average volume of hiring per month?12. We understood there are multiple parties involved for LCC. Do all of them have same onboarding process ?

7. From request to fill vacancy & appropriate authorisations, through advert, recruitment & selection and onboarding, Including DBS and references.8. Yes will be required. 9. Yes as this is Cross boarding (SEE 5,6 & 7)10. Yes 11. LCC Currently have approximately 30 new starters per month excluding schools and external clients. Recruitment is constant. For Schools and external customers there are average 100 recruitments per month with peak of circa 450 and lowest of 90 recruitments.12. No

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13.How many level of workflows implemented in current recruitment system ?14. How many offer letter templates do you have ?15. Do recruitment marketing and third party posting require ?

13. Up to 8 eg interview plus test (safeguarding process), 1 stage interview, telephone interview - If this is not the expected response please clarify the question14. Three templates plus variations for different terms & conditions for different organisations15. Possibly if there is no additional licensing requirement or costs & subject to any additional costs being incurred. Third party posting such as Linkedin is required.

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16.What are the current self service form used ?17. How will be absence & attendances capture in system ?

16. Self Service (ESS/MSS) used for Absence , Vehicle registration verification, change of Bank details, non recurring payments claims, mileage claims, view Payslip, P11d, P60, Leavers, Sickness monitoring, Workflow approvals, updating Personal data. On Top of these self service automated forms, we also have around 60 HR and Payroll e-Forms which trigger emails and sometimes initiate workflow actions. We would like to automate these Self service and e-forms into main SFSF application.17. Absence Management currently managed by Oracle Manager Self Service electronically entered. Currently daily attendance Timesheets are not recorded.

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18. How many report (Transactional / dashboard) currently LCC is using for (employee master data, on-boarding /off boarding, recruitment)19. What would be integration technology ? What will be approach for each integration (ftp, webservices, PI/PO, Boomi, SAP Cloud)?

18. HR have 22 onboarding reports, all other reports (CIRCA 45) sit within the current HRPayroll system. Reporting requirement will be reviewed as a part of implementation and required reports will be selected. 19. LCC will be guided by our Implementation Partner on the selection and implementation of the most appropriate integration technologies to use, bearing in mind considerations such as performance, cost, ongoing support and SAP’s future roadmaps for SuccessFactors integration. We have SAP PI in the current on-premise landscape, although this does not necessarily have to be used.

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20. Is Integrations required from EC/RCM/ONB to any third-party systems? If so, What are the systems?21. How many external applications were built currently which feeds employee master data frequently22. What is the status of current on-primes payroll implementation? overall project plan for SAP payroll project?23. Will Payroll implementation run in parallel to EC and what are estimated timelines?

20. Totara Learning Management System , F2 HR Case Management System , Expense Reimbursement E-Form, SAP General Ledger.21. Inbound Council Tax interface file once a year - not master data specific, also HMRC incoming and outgoing forms/xml data22. Current On-Premise SAP Payroll implementation is suspended for SFSF Partner selection. We will replan the overall HR/Payroll project when SFSF partner is on-boarded. 23. On Premise Payroll implementation stream will be run in parallel to SFSF stream. LCC view the entire project as one solution. The expected timeline is April-2019 to be reviewed and reconfirmed during the planning phase.

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24. Is LCC is ok with train the trainer approach for training?25. How many years of history data should be considered for data migration and does it include inactive users as well?26. Please provide all source system technical detials for data migration services

24. not in all cases, depends on topic being taught. We will expect Partner will train the superuser team and assist in producing end user documentation. 25. This will depend on what 'historic' data is? absence, post history earnings history, etc., etc. and will also depend on when the 'payroll' goes live if being a phased implementation being mid year migration.26. The source systems are Oracle E-Business Suite 12.1.3, Lumesse - Talent Link Cloud based recruitment

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27. Do you manage travel & expense management activities in the anyother tool? If so please specify?28. When are you planning to go-live if it is middle of the financial year let us know what is the amount of historic data you are planning to have in SuccessFactors system? (will it be from the start of the financial year or the past year data is also required)

27. Mileage claims are captured and processed within Oracle E-Business Suite. Other Travel related expenses are currently being captured using custom e forms and paid through SAP AP module. We would like to capture and process all travel related expenses using SFSF-SAP Payroll solution. This is our requirement. 28. Generally YTD payroll data but we will need to explore the best practice approach during the Blueprinting phase. Additionally please review our answer to question 25.

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29. Apart from the Standard employee information/data storage , do you require any custom data to be stored in the successfactors application? Kindly share the details around this if available otherwise we will propose the standard approach to handle this. 30. Having HR Analytics could be good thing in near future, do you want to consider this?31. What kind of Time Management activities are currently followed at LCC ? 32. In your recruitment process do you have multiple job requisition templates, or you use single template for all the Job requisitions?

29. The 'standard' is not known so cannot comment on this. It is very likely that there will be a requirement for a certain level of custom data and processing/reporting. We will need to explore the best practice approach during the Blueprinting phase. 30. Yes. We could explore the best practice approach during the Blueprinting phase. 31. Nothing used currently, work patterns, shifts etc., and SSP parameters would be required32. Yes multiple job requisitions

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33. Can you please specify different Recruitment processes and templates for different target groups (e. g. Professionals, Students, Blue Collars, white collars), if more than one?34. Do you foresee any data flow from Recruitment system to any other 3rd party applications? If so which data needs to be shared with other applications?35. What are the additional Onboarding forms apart from the standard forms required by LCC as part of their Onboarding process. Please specify if any specific UK legal forms needs to be considered.

33.Please refer to answer for question1434. Yes to 3rd party assessment providers eg Saville & SHL could be required to share any data that is held 35. Please refer to 5

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36. Does Onboarding process across all levels of employees same / different? If different how many difference processes are followed? Please provide information? 37. What type of pre employment verification steps are being followed currently?38. What different business user groups might require access to recruitment system? For example HR Admin, HR business partners, Payroll etc39. Do you have any requirement of integrating Onboarding with third party application like Background verification providers?

36. Onboarding process are the same with some slight variations depending on pre employment checks37. Depending on role the following may be required - right to work, medical, references, DBS, employment history, qualifications, professional registration, BPSS, identiity38. Hiring managers, approvers, selection panel members, HR, Payroll, HRP39. Currently use 3rd party for DBS route 2 checks, integration wouldl depend on associated costs & future direction in this area

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40. How many custom infotypes are being developed in On-Premise payroll system?41. What will be the final Employee data source system ? will it be Successfactors Employee Central (or) On-Premise Payroll system.

40. In the current payroll Blueprint phase, we have defined and confirm standard infotypes. Salford team and LCC Payroll team have explored possibility of defining a small number custom infotypes to fulfill the LCC payroll requirements. Decision is not finalised but we would like to finalise the solution and the approach regarding custom infotypes in conjunction with SFSF partner during Blueprint phase. 41. We envisage that SFSF EC will master all the employee data and it will be replicated to On-Premise Payroll system. This will be further explored in detail during Blueprinting phase.

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42. Do you have any requirements in order to generate documents from the Successfactors system? Please highlight if any customized report required.43. Do you intend to provide access to external resources who are not part of LCC in order to generate and execute reports from successfactors application?44. Do you plan to execute all the payroll specific reports from On-Premise application only?45. What migration strategy planned by Salford City Council to move the data from Oracle setup to future SAP setup?

42. Need to know more about the system to comment, would probably state yes, standard letters & documents, including merge fields from system for recruitment & pensions for example43. Yes44. We would like to provide the HR and Payroll reports via SFSF solution to promote Self Service. This will be explored in detail during Blueprinting phase. 45. Data Migration is at initial level. We will need to discuss the overall data migration once SFSF partner is onboarded.

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